Chapter Leader TrainingVideo Recorded at IS 2014

UNIT 3

Prepared by the Keys to Effective Chapters, part of the Chapters Shared Services Committee of the INCOSE Sectors

The International Council on Systems Engineering

Revision 2.0 30 June 2014

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AgendaChapter Officer Training as divided up for video segments

– Unit 1• What is INCOSE – David Long

– Unit 2• Certification/Admin Office Functions/Resources – Barclay Brown• Technical Operations – Bill Miller

– Unit 3• Chapters – Barclay Brown• Chapter Officer Roles & Responsibilities – Barclay Brown

– Unit 4• Chapter Excellence Program- Don Boyer

– Unit 5• Resources and Products - Barclay Brown• Events – Barclay

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What’s Next

• What is INCOSE• Admin Office Functions/Resources• Technical Operations• Chapters – Barclay Brown• Chapter Officer Roles & Responsibilities• Chapter Achievement Program• Resources and Products• Events

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Are Chapters relevant in an online world?

... Perhaps “nothing could be more necessary” (The Last Samurai)

Chapters are about who you know, and who you can get to

know

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INCOSE is about who you know and who you can get to know

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Mission of Chapters

• Local chapters play an essential role in the achievement of INCOSE’s goals and objectives:

– Organize professional and social programs that facilitate continuous professional development and networking

– Conduct membership recruitment and retention initiatives

– Support technical activities to advance the state and art of systems engineering practice, education and research

– Market INCOSE as the international authoritative body on systems engineering

– Increase the visibility of INCOSE and the systems engineering profession

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Chapters, Local and National

• Facilitate professional networking and information exchange

• Host local activities– Meetings – Tutorials, workshops, mini-conferences and vendor fairs– Contributions to working groups and projects

• Disseminate announcements and news• Develop local initiatives such as

– Tutorials and handbooks– SE certification support programs– Activities with other professional organizations

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Critical Success Factors for Chapters

• Continuous recruiting of leadership team• Chapter officer training• Leadership teamwork• Chapter planning• Mentoring by Sector Leadership

These are leading indicators predictive of sustained performance

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Why Chapters?• Facilitate professional networking and information

exchange• Plan local activities

– Meetings (many are monthly)

– Tutorials, workshops, mini-conferences and vendor fairs

– Contributions to working groups and projects• Disseminate announcements and news• Develop local initiatives such as

– Tutorials and handbooks

– SE certificate programs

– Local Working Groups

– Activities with other professional organizations

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Chapters Have Responsibilities• Operate in accordance with INCOSE bylaws CHP-100

– http://www.incose.org/about/docs/Policy_CHP-100.pdf– Financial reporting – a legal requirement

• Create programs for “local” membership • Hold chapter elections annually, update officer

information on Connect – https://www.incose.org/membersOnly/search/chapterRosterAccess.cfm– and inform the central office info@incose.org and webmaster

webmaster@incose.org • Hold regular meetings of the Chapter officers/directors

(at least quarterly) and document results with minutes• Create/maintain bylaws and other governance

documents – send revised bylaws to info@incose.org

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Chapters Have Responsibilities (2)

• Maintain archives of activities and financial status

• Create communications internal to the chapter

• Participate in communications with other chapters

• Communicate with the Sector Directors via Regional Representatives/Sector Director Assistants by phone and at IW and IS

• Maintain awareness and align with INCOSE strategic directions, policies and procedures, technical products

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What About Financial Responsibilities?

• Annual reporting supports tax filing

• All chapters must report by 28 Feb

• Non-USA also report on fiscal year basis

• Forms maintained on chapters resource page

• Also submit bank account statements

• Assets of chapter are not the reason for reporting

• Simple accounting• Open account using

INCOSE Tax-ID (EIN) after chartering (INCOSE name only, not Chapter name)

• Use Prudent-Man principle: Don't speculate, ensure income and protect capital

Treasurer role has responsibility for these activitiesChapters responsible for any ‘local’ tax requirements, e.g. related to Income from events, or non-USA national obligations

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INCOSE Chapters Around the World

Chapters

Startups2013

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What’s Next

• What is INCOSE• Admin Office Functions/Resources• Technical Operations• Chapters• Chapter Officer Roles & Responsibilities –

Barclay Brown

• Chapter Achievement Program• Resources and Products• Events

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Chapter Officers/Leadership Team

• Serving on the Chapter Leadership Team is a privilege as well as a responsibility

• Your chapter’s success will be directly related to your commitment and teamwork

• Chapter leadership provides valuable “real world” developmental experience, superior in many ways to a business degree

• Chapter leadership provides opportunities to enhance and accelerate your career

NOT

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Chapter Officers/Leadership Team• The following is required by the INCOSE Bylaws as a

minimum organization– President– President Elect (for the following year)/ Vice President – Secretary/Treasurer

• Some chapters find 2 year terms very helpful• Other roles many chapters find helpful, (sometimes

combined)– Separate Treasurer– Programs (chapter meetings, events)– Development or Training (tutorials)– Technical Director– Membership (ambassadors, recruiting, retention)– Communications (newsletter, website)– Ad hoc committees, e.g. for elections and governance updates– Liaison with CAB and other companies– Additional Directors

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Planning Responsibilities - President • Lead chapter planning by the Leadership Team soon

after elections, then periodic review/update– Needs to be a team effort (consider inviting non-board

members from the general membership)– Use of the Chapter Planning Workbook & Template is

recommended– The strategic portion provides long range guidance

• Maintain alignment with INCOSE Vision, Mission, Goals and Strategic Initiatives

• Consider a Strengths, Weaknesses, Opportunities, Threats assessment (SWOT) as a first step; conduct a gap analysis

• Strategic components include Vision, Mission, Goals, Strategy that are mostly unchanged year-to-year, providing continuity

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Planning Responsibilities (2) - President • The second part of chapter planning focuses on the

operational plans, also addressed in the Chapter Plans Workbook and Template

– Guided by, aligned with chapter’s Strategic Planning– Include plans for activities and actions throughout the year

such as attendance at IW and IS, work with other chapters or non-INCOSE entities, etc. (see Chapter Plans Workbook and Circle Awards criteria for ideas)

– Include plans/subplans • Membership (recruiting and retention)

• Communications including website and publicity• Ambassador/Promoter (companies, academia, other

societies)• Promotion of IW, IS, Certification, etc.• Leadership succession planning

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Other Typical Responsibilities - President • Vote with other Chapter Presidents to elect Sector Directors• Provide leadership to the profession, the Chapter Board and

the membership. • Plan and chair Board and chapter meetings. • Manage all aspects of the chapter, whether internal, within

INCOSE or external. Represent the chapter to INCOSE, and work with other chapter officers to ensure the interests of the chapter and INCOSE are properly represented.

• Use Circle Awards criteria as metrics to evaluate progress• Identify, encourage, and mentor prospective chapter leaders• Conduct elections for the following year and ensure new list of

officers is updated in Connect and submitted by January 31.• Mentor elected officers by setting expectations and offering

guidance with issues that arise.• Vice President(s), Secretary, and Treasurer report to the

President.

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President’s Sample Check List January (this year)

1/31 Set up Chapter Budget1/31 Set up proposed meeting dates1/31 Complete Officer Training presentation & discussion1/31 Set up Board Meeting dates1/31 Meet w/Board & discuss plans1/31 Ensure Evidence uploaded for Circle AwardFebruary2/28 Send out Treasurer's ReportMarch3/15 Complete Chapter Plans including Strategic, Operations, Communications, Member Recruiting/Retention, Ambassador/Promoter3/15 Ensure Evidence uploaded for Circle AwardJuly7/31 Develop List of Officer Candidates7/31 Review all components of Chapter Plans7/31 Ensure Evidence uploaded for Circle Awards

September9/30 Publish Officer Candidate Bios9/30 Develop Chapter SurveyOctober10/31 Hold Elections10/31 Transmit Member Survey10/31 Ensure Evidence uploaded for Circle AwardsNovember11/30 Transmit Election results to INCOSE11/30 Analyze Member Survey11/30 Publish Member Survey results/analysis to guide next year’s planning11/30 Officer Training presentation & discussionDecember12/15 Recognize Board and Chapter Members12/15 Ensure Evidence uploaded for Circle AwardsJanuary (next year)

1/4 Ensure All Evidence uploaded for Circle Awards1/4 Certify and Send in Circle Awards Spreadsheet

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Past President Suggested Tasks

• Chair a chapter awards committee for Board/Member recognition

• Assist President in leadership succession planning• NOT recommended to oversee the chapter’s Circle

Awards – this should be done by the President Elect in preparation for role as President

• Volunteer to be considered as a reviewer for the Circle Awards Committee

• Volunteer to assist with the Keys to Effective Chapters Committee

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Typical Responsibilities – President-Elect

• Stand in when the President is not present• Oversee the Chapter Circle Award on-going evaluation,

data collection and submittal– Upload Circle Award evidence throughout the year to the

Circle Award website (e.g. plans, newsletters, Board meeting minutes, activity announcements, etc.)

– Use to evaluate chapter’s progress in serving members, supporting INCOSE goals and promoting System Engineering

• In smaller chapters may take on other responsibilities such as programs or membership.

• Identify, encourage, and mentor prospective chapter leaders• Help mentor members of the leadership team by setting

expectations and offering guidance with issues that arise

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Typical Responsibilities – Vice President

• There may be one or more Vice Presidents, depending on chapter size and plans

• Assigned responsibilities may be for one or more areas– Chapter Development – speakers for chapter meetings,

tutorials

– Membership – recruiting, retention/renewal

– Ambassador/Promoters, CAB

– Communications (where not assigned to Secretary) – event promotions, newsletters, website

• Identify, encourage, and mentor prospective chapter leaders

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Typical Responsibilities – Secretary/Treasurer• May be separate offices for larger chapters• Record minutes of chapter and Leadership Team/ Board

meetings• Oversee the communications such as website and

newsletters• Help mentor members to develop in the chapter and

encourage participation on the Leadership Team• Ensure chapter is responsible in all fiscal matters• Prepare the annual budget• Administer chapter income and payments with appropriate

approval • Report income and expenses regularly at Board meetings• Ensure the chapter annual financial report is submitted to

INCOSE main office by February 28